Job Description We are seeking a dedicated Administrative Assistant who will be responsible for processing job work orders and purchase orders while maintaining effective communication with customers. You will work closely with the Project Manager and scheduling team to resolve customer issues and coordinate delivery of services or products with the warehouse. Managing changes to purchase orders and processing change orders from job sites will be key aspects of your role. Additionally, you will track and communicate job site issues and process post-installation summaries from the on-site team. Responsibilities + Serve as a liaison between the Project Manager and installers, facilitating communication and information exchange. + Set up team meetings and produce job summaries and daily reports for Project Managers and Sales. + Utilize Microsoft Word and Excel daily to create documents and manage data. + Use QuickBooks to process Purchase Orders and track orders efficiently. + Process requests with Expediters and gather information for Project Managers and customers. + Provide administrative, clerical, customer service, and front desk support as needed. + Keep records of customer interactions, process and close out customer accounts, and file documents. + Follow established communication procedures, guidelines, and policies. Qualifications + 5-7 years of experience in an administrative or coordinator role, preferably in construction trades companies such as carpentry, HVAC, or painting. + Proficiency in Microsoft Office applications, particularly Excel. + High School Diploma or GED. + Ability to handle a high-pressure, fast-paced environment. + Organized and detail-oriented approach to tasks. + Ability to multi-task and prioritize effectively. Work Environment Monday through Friday-8am to 5pm. Fully onsite. You will work alongside a small team of about three people, including the owners, in a small, outdated office that is located near the warehouse area. The office is equipped with tall individual cubes and filing cabinets, as much of the work is still paper-based, though there are plans to modernize it into a database. The work environment can be loud due to proximity to the warehouse, and there may be an office relocation in 2026, which will be only 5-10 minutes away. Pay and Benefits The pay range for this position is $20.00 - $25.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Lake Forest,IL. Application Deadline This position is anticipated to close on Jun 27, 2025. About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.